"In the event that a fee is imposed upon students without following the guidelines set forth within this policy, funds collected shall be refunded to the payee in full upon request made to the campus involved or by directive from System Administration. Requests for refunds must be made within three years of the collection of the fee."

Steps in the Fee Development and Approval Process

Download the applicable approval form (service center, university).

Contact an expert to set up an initial consultation (if desired).

Complete the initial questionnaire tab within the form and provide to Financial Management.

Financial Management in collaboration with the department completes calculations and provides worksheets for review.

Work with managers to finalize rate calculations.

Once rates are agreed upon (managers, Financial Management), the approval process can begin.

The approval process begins within Financial Management then the documents are submitted to the following for approval:

Service Centers perform annual break-even analysis, to determine if rates need to be adjusted.

Fall/Spring Academic Review

July-October 15

Department

University and Service Center (where applicable)

Annual update process for departments to submit fee changes for the following Fall/Spring academic year

Spring Fee SUNY Approval

October 1st

Resource Planning

University

Spring Fees submitted to SUNY for approval

Fall/Spring Fee Review

October 15th

Department

University and Service Center (where applicable)

Fee proposals for the following Fall/Spring academic year submitted to Financial Management for review

Fall/Spring Fee Approval

December 31st

Financial Management

University and Service Center (where applicable)

Fall/Spring Fees submitted to Resource Planning for approval

January - March

Action

Due Date 1,2

Office Responsible

Fee Type

Description

Fall/Spring Final Fee Approval

January-April

Resource Planning

University and Service Center (where applicable)

Fees included in the ARPP three year plan workbook and reviewed during the ARPP process.

Summer Fee Review

February 15th

Department

University

Summer Fees submitted to Financial Management for review

Summer Fee Approval

March 15th

Financial Management

University

Summer Fees submitted to Resource Planning for approval

April Thru June

Action

Due Date 1,2

Office Responsible

Fee Type

Description

Summer Fee SUNY Approval

April 1st

Resource Planning

University

Summer Fees submitted to SUNY for approval

Fall Fee SUNY Approval

May 1st

Resource Planning

University

Fall Fees submitted to SUNY for approval

Fall/Spring Fee Approval Notifications

May

VPFA & Provost

University and Service Center (where applicable)

Fees receive final approval and notification sent from VP Finance & Administration and Provost. New Fees are established in HUB.

Fee Invoicing

June 3

Student Accounts

University

New Fees added to the billing process for the next academic year

Fee Invoicing

July 1st

Department

Service Centers (where applicable)

First date fees can be assessed for new academic year

Fees Are Effective

July 1st 3

Student Accounts

University

First date fees can be assessed for new academic year

1. If fees need to be advertised before the due dates to Financial Management, the fees will need to be submitted for approval accordingly in advance of these due dates.

2. Summer and winter session fees have due date flexibility if they do NOT need SUNY approval.

3. For SUNY approved fees these dates are estimated and could be delayed based on SUNY's approval.

4. Please note that not all service center fees need to follow these dates and can be developed or updated as time permits.

*Fees containing a MOU, contract, central investment, a new international or domestic program, a new department, or new building may have additional requirements for review. Please contact your Resource Analyst for guidance.

Develop and Manage a Service Center Fee

Service centers provide services that support the internal operations of the university or can provide services to external users. Their main purpose is to recover the costs of its operations through charges to users.